Purchasing Guidelines and Forms

Purchasing Guidelines and Forms

> Orders

> Field exercises – organization and payment of transportation and any other costs

> Student work

> Contact

Orders

Orders for goods and services at the University of Primorska are carried out in accordance with the University’s rules on the procedure for public procurement – Pravilnik o postopku oddaje javnih naročil (available only in Slovenian).

There are two forms available for ordering goods and services (both available only in Slovenian):

An order form must always be issued for orders of goods and services. In case of an order, employees send the completed “PRILOGA 1” or “PRILOGA 3” form (depending on the type of order) along with the offer(s) to the UP FAMNIT/UP IAM Secretariat.

The University of Primorska has concluded contracts or framework agreements for certain goods and services. Below are some of the most common orders that cannot be freely placed on the market but only based on concluded contracts or framework agreements:

  • Orders for airline tickets for employees and guests (reservations for accommodation and transportation are not included in the framework agreements; for additional information, contact the UP FAMNIT/UP IAM Secretariat),
  • Sending express mail abroad,
  • Orders for laboratory materials (specialized forms for such orders are published on the UP FAMNIT Intranet; the forms are accessible via the provided link),
  • Orders for mixed goods in food stores Mercator d.o.o.,
  • Orders for office supplies,
  • Orders for promotional materials,
  • Orders for printing services

Additionally, contracts or framework agreements are also in place for orders of computer equipment, mobile telephony, and toners. Such orders are managed by employees through the UP FAMNIT IT support service (contact: podpora@famnit.upr.si).

For further information related to orders, contact the UP FAMNIT/UP IAM Secretariat.

Field exercises – organization and payment of transportation and any other costs

For the implementation of inquiries, booking bus transportation, and issuing an order form, it is necessary to send a scanned copy of the »Najava terenskih vaj«, form (notification of field exercises – available only in Slovenian) to the UP FAMNIT/UP IAM Secretariat at least 14 days before the start of the field exercises. The form must be signed by the students participating in the exercises. By signing, the student commits to paying the costs based on an invoice issued by the faculty to the students after the field exercises are completed at the end of the current academic year.

Students must be previously informed of this by the course coordinator or assistant.

If the number of signed students is too low and the transportation costs are therefore too high, students can agree with the assistant on an alternative form of transportation.

In the case of ordering entrance tickets or accommodation, the procedure outlined under “Orders” applies: the assistant or organizer of the field exercises will obtain an offer for entrance tickets or accommodation and send a proposal for issuing an order, along with the offer(s) and the completed and signed “Najava terenskih vaj” form (notification of field exercises), to the UP FAMNIT/UP IAM Secretariat.

To control costs, all services must be paid through the faculty.

Immediately after the field exercises, the organizer must deliver the original “Najava terenskih vaj” form to the UP FAMNIT/UP IAM Secretariat, signed by the head of the department and the organizer of the exercises. The form must include any deviations from the initial notification (e.g., if any signed student did not participate – in this case, a medical certificate must be provided to exempt from payment).

Student work

Orders for goods and services at the University of Primorska are carried out in accordance with the University’s rules on the procedure for public procurement – Pravilnik o postopku oddaje javnih naročil (available only in Slovenian).

Student work at the University of Primorska is regulated by the University’s rules on the student’s work through the student service – Pravila o delu dijakov in študentov preko študentskega servisa na Univerzi na Primorskem.

Before starting student work, the student who will be performing the work must obligatorily request a referral from the selected student service and complete the form “Izjava o varovanju podatkov” (data protection declaration form – available only in Slovenian). After completing the work, the student submits a report on the work to the responsible person overseeing the work. The signed work report is then sent to the Secretariat of UP FAMNIT/UP IAM.

Forms related to student work are published on the UP FAMNIT Intranet.

Contact

Secretariat of UP FAMNIT and UP IAM

Office: Glagoljaška 8, Koper (2nd floor)

Office hours: Monday – Friday: 7:00 AM – 15:00 PM

Phone: (+386 5) 611 75 70

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